Executive Assistant

  • Santa Clara Valley Water District
  • San Jose, CA, USA
Full Time Admin-Clerical

Job Description

Executive Assistant


Valley Water


Salary: $7,590.27 - $9,722.27 Monthly


Job Type: Full-Time


Job Number: 01385-E


Location: CA, CA


Department: Integrated Water Management


Closing: 12/5/2021 11:59 PM Pacific




Office of Integrated Water Management (Position Code 0536)

COVID-19 vaccination requirement:

*To protect our most valuable assets, our employees, as well as the communities we serve, Valley Water requires all new hired Valley Water personnel to be fully vaccinated (for COVID -19) or to be formally excused from the requirement through the **reasonable accommodation process (for details, see bottom of job posting).



The Executive Assistant is expected to independently provide the Assistant Chief Executive Officer (ACEO) with administrative office support, including communication, correspondence, research and organizational work, requiring a high level of accuracy, timeliness, discretion, and confidentiality. The Executive Assistant is expected to exercise independent judgment and obtain the knowledge of the business area and Districtwide activities, programs, and projects necessary for relieving executive staff of administrative and routine day-today duties. This role is an ambassador for the ACEO with external agencies, elected officials and members of the community, and Valley Water staff. The Executive Assistant is required to provide courteous gatekeeping to ensure the best use of the ACEO's time and ensure the ACEO is current with all administrative details, policies and procedures. This job requires reciprocal back up to the Office of the CEO as well as the other Executive Assistants/Chiefs.


Key Responsibilities include, but are not limited to:


  • Maintain a calendar of the ACEO's activities, meetings and events; schedule/coordinate conferences, travel, training, workshops, speaking engagements; schedule meetings and events, coordinate logistics, including room set up, meeting requests, agenda; work with ACEO's direct reports to ensure coverage, provide additional support, if needed, and assist direct reports in preparing/informing the ACEO as necessary.
  • Prepare, organize, track and route high priority documents and files. Review all materials for ACEO review and approval to ensure completeness, use of accurate forms, proper formatting and compliance with all policies and processes, including routing priority.
  • Assemble and/or coordinate the preparation of various reports, memoranda, correspondence, and various documentation and presentation material, of a technical or confidential nature; participate in staff meetings, take and prepare minutes or meeting summaries; review pending agenda items in Seamless, DocuSign, Legistar and BiTrak, assisting the ACEO in ensuring items are completed in a timely manner.
  • Maintain detailed organizational chart; Design, establish, organize and maintain various administrative, reference, and digital file systems; and assist other Executive Assistants with coverage as necessary to ensure seamless support of all Chiefs and the CEO.
  • Screen visitors and phone calls; direct questions and requests to the appropriate staff; and respond to inquiries for information on regulations, procedures, systems and precedents relating to business area or districtwide.


Ideal Candidate's Background Includes:

Applicants whose experience and background best match the ideal experience, knowledge, skills, abilities and education are considered ideal candidates for the position. To determine the top candidates, each applicant will be assessed based on the ideal candidate criteria listed below.


Ideal Experience:


  • Three (3) years of administrative support experience providing direct support to an executive level manager.
  • Managing calendars, including Outlook calendars and project related calendars, while supporting preparation of meeting agendas.
  • Using advanced features of Microsoft Word, Excel, PowerPoint or equivalent
  • Producing quality written work product, including preparing meeting minutes, documenting action items or drafting correspondence.
  • Reviewing lengthy correspondence, reports, and other documents for completeness, accuracy, format, and compliance with policies and procedures
  • Preparing, organizing, tracking and routing high priority documents and files; maintaining workflow tracking logs
  • Handling confidential and sensitive matters with discretion and professionalism
  • Scheduling conferences/webinar, seminars and meetings, including coordinating room setup and making travel arrangements
  • Responding to requests for information on work status procedures and systems; coordinating office supplies and office space


Ideal Skills and Abilities:


  • Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative
  • Understand the organization, operation of Valley Water and its policies as necessary to assume assigned responsibilities
  • Independently prepare a variety of reports and correspondence
  • Accurately take and transcribe dictation at a speed necessary for successful job performance
  • Maintain and update an accurate calendar of events
  • Respond to requests and inquiries from the general public
  • Multitask, organize, prioritize work to meet established deadlines, and manage time wisely
  • Be an Independent thinker who can take initiative and work efficiently, sometimes with limited direction
  • Develop strong working/professional relationships with different managers, other staff throughout Valley Water, and external partners
  • Problem solve and be resourceful in finding solutions
  • Communicate clearly and concisely, both verbally and in writing
  • Maintain and update accurate records and files
  • Handle confidential and sensitive matters with discretion and professionalism


Ideal Knowledge:


  • Modern office procedures, methods and equipment including computers
  • Modern online tools and software programs
  • Advanced secretarial and administrative support techniques
  • Practices used in minute taking and preparation
  • Principles and procedures of record keeping
  • Principles of business letter writing and basic report preparation
  • English usage, spelling, grammar and punctuation
  • Basic mathematical principles


Ideal Training and Education:

Equivalent to the completion of the twelfth grade supplemented by training in administrative support work or a related field.


Required License or Certificate


Possession of, or ability to obtain, an appropriate, valid California driver's license. Individuals who do not meet the driver's license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis.


To review the Classification Specification, please click http://apps2.valleywater.org/About_Us/_Jobs/Salary_and_classification/_Spec_PDFs/Executive Assistant - 5-2019.pdf https://get.adobe.com/reader/


Selection Process


(1) The selection process may include one or more of the following: application review, application assessment, performance exercise, written exercise and/or interview.

(2) The Employment Application, Qualifying Information Questions and/or Supplemental Questions will be evaluated based on the ideal candidate criteria listed above. Resumes are highly recommended.


NOTE: Position and start date is subject to availability of funds. Valley Water retains the right to repost this position as deemed necessary.


Consideration may be given to existing applicant pools within the same classification.COVID-19 vaccination requirement:* Fully vaccinated means (1) it has been at least two weeks since a person has completed the entire recommended series of a COVID-19 vaccine, and (2) the person has provided proof of vaccination in a form consistent with the requirements for verification of vaccine status in the State of California's July 26, 2021 Public Health Officer Order.**Limited Exemptions to Vaccination Requirement


An individual who has been provided a job offer may request a reasonable accommodation to the vaccination requirement if they:1. Have a contraindication recognized by the U.S. Centers for Disease Control and Prevention (CDC) or by the vaccine's manufacturer to every approved COVID-19 vaccine. A contraindication means a condition that makes vaccination inadvisable;2. Have a disability and are requesting an exception as a reasonable accommodation based upon this disability; or,3. Object to COVID-19 vaccination based on their sincerely held religious belief, practice, or observance.


Valley Water's Equal Opportunity Non-Discrimination Policy is available for review upon request.


Valley Water will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources in advance of any special needs by calling 1-408-630-2260.


Please be aware that once submitted all application materials become the property of Valley Water and will not be returned. Human Resources staff are not authorized to make copies of application materials for applicants.


To apply, please visit https://apptrkr.com/2670489




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Education Requirements

High School Diploma